Residential Property Administrator

2 weeks ago

Ottawa, Canada District Realty Management Inc. Full time

**Position**: Residential Property Administrator - HEAD OFFICE

**Hours of Work**: Monday to Friday from 9AM to 5PM.

**Reporting To**: Property Manager / COO

**Overview**: Under the supervision of the Residential Property Manager assist in in the day-to-day administrative activities of the Residential Property Management Department.

**Tools**: Must be computer proficient.

**Responsibilities: Duties may include assisting with**:
RENTALS
- Inform declined applicants and arrange return of LMR
- Produce and collect leases and all required move-in documents
- Provide rental and lease related documents to Res Admin Assistant for paper and e-filing
- Process vacates
- Process sublets and assignments
- Process Mission rentals and serve as contact point for Mission staff

COMMUNICATIONS/TENANT RELATIONS
- Pursue tenants for collection of late or bounced rent
- Produce memos and letters as needed by PM
- Provide move-in package and by-law tenant information package to new tenants
- Prepare Parking, Storage, and AC agreements
- Approve Parksafe permit requests
- Maintain clear records of parking assignments as SPACE is inadequate to do so (parking spreadsheet updates and auditing)
- Provide important communication documents to Res Admin Assistant for paper and e-filing

ACCOUNTING
- Submit all tenant adjustments (move-in, PAP, credits, parking adjustments, chargebacks etc.)
- Provide rental statements to tenants upon request
- Distribute completed financial statements
- Process POs and invoices upon request
- Code, distribute, file EFTs and rent supplement payments
- Produce cheque requisitions and distribute refund cheques to tenants where required
- Send daily and monthly reports of credit card transactions

OPERATIONS
- Add/remove properties and staff members from Suitespot
- Add service requests to Suite Spot
- Assist with closing/opening duties when a property is sold or added to the portfolio
- Issue fobs, update buzzer boards

LEGAL
- Prepare and distribute N4s, N1s, N5s
- Correspond with paralegal
- Review and catalogue security camera footage when required
- Assist with utility account changes when requested by PM

OFFICE AND FILING
- Responsible for ensuring that important documents are properly filed, either by doing the filing or checking on the res assistant’s work when applicable
- Cover reception duties as required
- Deal with all incoming mail to res admin

COMMERCIAL
- Handle most commercial admin matters for buildings that are primarily residential such as issuance of statement of charges each year, issuance of OPC recovery statements when requested by financial analyst
- Serve as additional contact point between PM and Commercial Tenants when needed
- Assist in rent collection from commercial tenants when needed

And other duties as required.

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